Kuali Presentation
Administrative Management Group
October 15th 2009
Agenda
• Kuali Overview
• Kuali at UC Davis
– Kuali Financial System
– Kuali Coeus
– Kuali Rice
Kuali Financial System
Kuali Applications
Core Applications
– Kuali Financial System (KFS)
• Kuali Stores
– Kuali Coeus (KC)
– Kuali Rice
– Kuali Student (KS)
Potential Future Applications
– Kuali Payroll/HR
– Kuali Business Continuity (UC Ready)
Kuali Advantages – Community Source
• A hybrid combining advantages of
– Purchasing from a commercial source
– Building an application yourself
– The historical “open source” approach
• Community Software means building with others
based on mutual priorities and investments
• Leverages accumulated wisdom about structure and
governance
Kuali Advantages
•J2EE architecture and middleware products
•Tight integration and similar look and feel
•Based on proven technologies and proven baseline
systems
•Opportunity for collaboration with UC’s and other
Higher Education institutions
•Institutions can choose to implement only those
functional elements that meet their needs and extend
certain functionality
•No vendor or licensing fees
• Better integration and similar look and feel - Kuali
vision at UC Davis
Kuali Investing Partners
•KFS Investing Institutions
– UCD, UCI, UCSB, UCOP
– Colorado State, San Joaquin Delta– live July 2009 (Naval Postgraduate
School – live October 2009)
– USC, Colorado State , Cornell, Indiana, Michigan State, Arizona, Hawaii
(10+)
•KC Investing Institutions
– UCD, UCB, MIT, Arizona, Cornell, Indiana,
Iowa State, Colorado State (7+)
•RICE Investing Institutions
– UCSD, U Washington, Iowa State, Indiana, Cornell
•Kuali Student Investing Partners
– UCB, USC, MIT, U Washington, Maryland, Carnegie Mellon (4+)
Kuali Investing Partners
•KFS Investing Institutions
– UCD, UCI, UCSB, UCOP
– Colorado State, San Joaquin Delta– live July 2009
– USC, Colorado State , Cornell, Indiana, Michigan State, Arizona, Hawaii
(10+)
•KC Investing Institutions
– UCD, UCB, MIT, Arizona, Cornell, Indiana,
Iowa State, Colorado State (7+)
•RICE Investing Institutions
– UCSD, U Washington, Iowa State, Indiana, Cornell
•Kuali Student Investing Partners
– UCB, USC, MIT, U Washington, Maryland, Carnegie Mellon (4+)
Kuali – Planned Deployment at UC Davis
•Kuali Financial System (KFS)
– Phased implementation beginning July 2010
– Future replacement for DaFIS Transaction Processing and
General Ledger
•Kuali Coeus (KC)
– Fills gap for electronic research administration
– Pilot implementation Summer 2010
•Kuali Rice
– New Middleware services
– In Production September 2009
•Collaboration (Campus, UC, Higher Ed Community)
Kuali – Planned Deployment at UC Davis
•Kuali Financial System (KFS)
– Phased implementation beginning July 2010
– Future replacement for DaFIS Transaction Processing and
General Ledger
•Kuali Coeus (KC)
– Fills gap for electronic research administration
– Pilot implementation Summer 2010
•Kuali Rice
– New Middleware services
– In Production September 2009
•Collaboration (Campus, UC, Higher Ed Community)
Kuali Financial System
Kuali Financial System (KFS)
KFS Modules (delivered by KFS Foundation as part of
Release 3.0 – public release November 2009)
• Chart of Accounts
• Contracts & Grants (Post-award)
• Financial Transactions
• General Ledger
• Labor Distribution
• Purchasing/Accounts Payable
• Capital Assets
• Accounts Receivable
KFS Design
• New
• System
• Design ?
Existing Financial
System (Indiana’s FIS)
Refactor
The
Technology
(web-based)
Reference: Kathleen McNeely, KFS History and Update, NACUBO 2007
Limited
Enhancements
Defined by
Functional
Council
Why replace DaFIS?
• Continued support from vendor uncertain
• Functional and technical design limitations
• Difficult to enhance in some areas, leaving
substantial gaps in functionality
• The TP client/server deployment results in
adverse impact on the user’s desktop and it is
unstable at times.
Why KFS?
• Design is based on a higher education business
model
– UCD FIS is based upon the same COA as IU’s FIS
• KFS community provides a framework for
collaboration and maintain a uniform back end
but allows for flexibility (Business rules,
Extension attributes)
•New modules (Labor Distribution & Contracts &
Grants) and functionality
KFS Implementation Process
Lead: Business Analyst
GAP/FIT
ANALYSIS
Similarities and
differences between
DaFIS and KFS
Map DaFIS docs to
KFS
Identify subsystems
and feeds for
integration
Lead: Lead Module SME
Lead: Lead Module Developer
REQUIREMENTS
Create or update
specifications for
approved SOW
Define workflow,
reporting
Identify integration
requirements
DEVELOPMENT
& TESTING
Development
Data loading
Approvals
QA testing
Work scope User testing
INTEGRATION
Lead: Technical & Training Leads
READINESS for
DEPLOYMENT
System review
Training & HelpDesk
Deployment
On-going
maintenance
Change
Request
Lead: Lead Module SME & Change Management Lead
CAMPUS CHANGE MANAGEMENT
Campus feedback
Communication plan
Training materials
UCD – Kuali Systems Implementation Timeline [DRAFT]
IET - Middleware
Research/ Safety Services
Jan
Q1
Jan
Q1
Jul
Q3
2012
2011
Jul
Q3
Jan
Q1
Jul
Q3
Jan
Q1
2010
Jul
Q3
2009
Jul
Q3
2008
Live (Sept 2009)
K-Rice in Production
(w/ MIV)
Q2-2010
EDoclite
pilot/s
Q3-2010
EDoclite
Campus
Release
K-Rice - Kuali Apps - Ongoing Integration
Fall 2008
UC Ready
Fall 2009
Kuali based Projects: BioSafety Management,
Animal Handler Survey
Summer 2011
Summer 2010
KC Release 2.0: Proposal Development
Grants.gov submission, Integration w/ Contracts, KC Release 2.0 (PD): Full
Rollout
Integration w/ Kuali Rice (IET)
Summer 2011
KC Release 2.0: Awards, IRB,
Conflict of Interest
Summer 2012
KC Release 3.0: IACUC
A&FS
KFS Phase 1.0: July 2010
Chart of Accts; Contracts & Grants; Integration with DaFIS,
DS & Rice
KFS Phase 2.0: July 2011
Financial Transactions; Labor Distribution; General Ledger
Integrations
KFS Phase 3.0: July 2012
Purchasing/Accounts Payable, Capital Asset, Accounts
Receivable, Kuali Stores
UCD KFS Phase 1.0 Modules (July 2010)
Chart of Accounts (COA)
COA information is made up of defined accounting
attributes and values in the system. The information is
used to validate data, control system functions, and
facilitate report generation.
Main documents used by campus include Account,
Sub-Account, Organization etc.
KFS Modules - COA
DaFIS Account Document
DaFIS Account
KFS Account e-Document & Demo
UCD KFS Phase 1.0 Modules (July 2010)
Contracts & Grants (C&G)
KFS supports the post award C&G maintenance activity
• Automate fund and account creation, the process is expected
to be streamlined and more efficient.
• Short-term (<1 year): KFS will provide integration with Office of
Research C&G tracking system.
• Long-term: Integrate with Kuali Coeus Award
UCD KFS Phase 2.0 Modules (July 2011)
Financial Transactions
Documents that create ledger entries or affect the general ledger
and have a broad range of functionality. (e.g. Distribution of
Income, Budget Adjustment). Similar to DaFIS.
• Import Lines – External data can be loaded to populate the
accounting line on either or both sections of a Financial
Transaction document.
General Ledger (GL)
Similar to DaFIS. The GL database contains the financial entries,
actual, budgetary and encumbrances at the transaction level as
well as various levels of aggregated balances.
Labor Distribution
KFS Labor Distribution Overview
The Kuali Financial System Labor Distribution Module
(KFS-LD) provides a subsidiary ledger of detailed payroll
and benefits expenditures, accruals, and
encumbrances.
Transfers of salary and benefits expenditures are
enabled within the financial system via electronic
documents.
KFS Labor assumes the use of socialized/composite
rates for distribution of employee benefits costs to
department accounts.
KFS – Labor Distribution Benefits
• Salary & Benefit expenses available after each payroll
compute.
• The ability to adjust and correct entries of detailed payroll
data without waiting for a payroll compute
• Employee Benefit expenses charged to departments via a
composite benefit rate rather than by specific employee
costs.
• Labor Ledger - detail records used to support Labor Ledger
detail, summary reports, and to enable electronic
documents to transfer or correct payroll and/or benefits
expenses outside of the payroll system. The ledger will feed
the G/L.
Salary Expense Transfer
UCD KFS Phase 3.0 Modules (July 2012)
Purchasing/Accounts Payable
Allows users to request materials/services, generate
and transmit purchase orders, receive goods and
services and process invoices and credit memos
received from vendors.
• Receiving functionality (optional component)
• Requisition has optional route level called content
routing which allows requester the start the process
without requiring to fill out all the fields e.g. account.
Enhancements: Check write functionality is not fully
present
UCD KFS Phase 3.0 Modules (July 2012)
Kuali Stores – Next Generation UCD Buy
• Collaboration between UC Davis & Michigan State
University
• Will provide storehouse inventory and ordering
functionality and includes shopping cart (UCD Buy)
• System is built on Kuali framework
• System will have improved search capability
• System is currently in development
UCD KFS Phase 3.0 Modules (July 2012)
Capital Asset
Used to create, maintain and retire assets either purchased
through FIS or assets not purchased (e.g. gifts)
Accounts Receivable
Used for billing non-student receivables. Creates invoices,
records payments, issues credit memos, tracks outstanding
receivables as well as maintains historical data relating to
customers charges and payments.
• Recurring invoice processing (on a regular schedule)
• Batch write-off to permit query and write-off by customer
type and invoice age
• Real-time aging reports
Decision Support & Integration
• We will continue to use in-house FIS Decision Support
• Implementations will include integration with feeds &
other systems e.g. MyTravel
Campus Communication & Training
• KFS Focus Groups will be formed ~ November 2009
– Review and test the Chart of Account module and report
any bugs
– Provide feedback on how certain fields are currently being
used in DaFIS and how new KFS fields might be used
– Provide feedback on training materials
– Time commitment ~ 2 hours/week
• Update Project Website
(http://accounting.ucdavis.edu/projects/UCDKuali/)
• Campus Communication ~ January 2010
• Campus Training ~ March 2009
– Face to face training
– Web Training & Recordings
Kuali Coeus
Kuali Rice
Kuali Rice
Presentation Overview
• Application Overview
• Benefits
• Implementation Details
Kuali Rice
Application Overview
• Kuali Rice = Two services
1. Centralized workflow/connection between campus
applications
2. eDocLite – Converts basic paper-based campus processes
into standardized web-based processes
Kuali Rice
Application Overview (con’t)
1. Centralized workflow/connection between campus apps
Suite of products intended to standardize the:
• Common enterprise workflow engine
• Common tool for all campus developers
• Common enterprise notification/messaging system (Not to be
confused with emergency messaging)
• Efficient integration with campus identity and access management
information
Kuali Rice
Application Overview (con’t)
2. eDocLite – Converts basic paper-based campus processes into
standardized web-based processes
Departmental developers use the central Rice service to
create new end user web based workflows
• End users CAS authenticate to the eDocLite website and
perform job functions via the website
• Documents are routed to users based on business rules
unique to the department/group
• Documents are stored and available online for record
keeping
•
Kuali Rice
Benefits
• Information is easily shared (and routed) between
campus systems
– Reduces errors, increases efficiency, all info in 1 place
• Less paper used
– Less expensive, better for environment
• Cost reduction to campus
– No annual s/w license fees
– Reduction in development re-work
Kuali Rice
Implementation Details
1. Centralized workflow
– MIV release = Oct ‘09
– KC release =
– KFS release =
2. eDocLite
– Internal IET pilot/s = Q1 ’10
– Release to campus = post successful pilot (date = TBD)